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Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 1Main Menu Main Menu
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Accurate and Efficient Accreditation Documentation Preparation
by
Dr. Raymond GreenlawDean, School of Computing
Armstrong Atlantic State University
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 2Main Menu Main Menu
Outline
Is Accreditation Documentation Preparation Worth Discussing?
Planning Stage
Reaccreditation: Working from Old Documentation
Communicating with Other Institutional Units
Writing the Self-Study
Miscellaneous Issues
Summary
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 3Main Menu Main Menu
Outline
Is Accreditation Documentation Preparation Worth Discussing?
Planning Stage
Reaccreditation: Working from Old Documentation
Communicating with Other Institutional Units
Writing the Self-Study
Miscellaneous Issues
Summary
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 4Main Menu Main Menu
YES! Accreditation documentationpreparation is worth discussing.
Programs accredited by ABET in 2002
Many places do not apply because of the amount of work required in documentation preparation
Is Accreditation Documentation Preparation Worth Discussing?
47
171
237
341 EACTACCACASAC
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 5Main Menu Main Menu
YES! Accreditation documentationpreparation is worth discussing.
Average length self-study 500 pagesUsually written by faculty members– Accreditation committee team chair– Few knowledgeable enough to write about all aspects of
program– Departments working towards accreditation for first time could
be at a disadvantage
Support staff– May not be available– Not normally experienced with self-studies
Is Accreditation Documentation Preparation Worth Discussing?
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 6Main Menu Main Menu
Small percentage of faculty experienced with coordinating a 500-page document
Could lead to poor integrationCould lead to non-uniformityEvaluators tend to “dig deeper” if documentation is incomplete– Added burden on program evaluator– New issues of concern tend to arise
Is Accreditation Documentation Preparation Worth Discussing?
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 7Main Menu Main Menu
Small percentage of faculty experienced with coordinating a 500-page document
Example:
Conference papers are usually 6-10 pagesJournal papers are usually 10-20 pagesDissertations are usually 100-200 pages
Is Accreditation Documentation Preparation Worth Discussing?
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 8Main Menu Main Menu
Outline
Is Accreditation Documentation Preparation Worth Discussing?
Planning Stage
Reaccreditation: Working from Old Documentation
Communicating with Other Institutional Units
Writing the Self-Study
Miscellaneous Issues
Summary
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 9Main Menu Main Menu
Preliminary StepsForm accreditation committee
Select a chairMotivated to complete the self-stufy
Possesses good writing style
Sets and meets deadlines
Has adequate time
Respected by faculty
Is familiar with other personnel in institution
Planning Stage
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 10Main Menu Main Menu
Chair’s ResponsibilitiesRead all ABET documentation
Maintain a folder of most important documents in central locationAssign faculty specific readings with deadlinesSuggest someone complete program evaluator training and perform a visit
Planning Stage
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 11Main Menu Main Menu
Chair’s Responsibilities (continued)Collect and organize relevant documents
Assumption: degree under consideration has all standard processes in place to support it, evolve it, and improve itSuch activities must be documented on an ongoing basis
Student outcomesCurriculum committee minutesFormsStudent surveys – regularly tabulated and evaluatedImprovements to the program based on these resultsStudent work collected at least two years prior to the visit
Planning Stage
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 12Main Menu Main Menu
Chair’s Responsibilities (continued)Collect and organize relevant documents
File student portfolios built by facultyReport to faculty and department chair so program improvements can be implementedWrite - do not just collectRequirements of such instruments
CollectedWell-writtenThoroughly analyzedAre comprehensiveFold analysis into the self-study
Planning Stage
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 13Main Menu Main Menu
Chair’s Responsibilities (continued)Test manuscript preparation software
ABET provides Word documents as starting pointCommittee should convert to institution specific format right away
Time line for document preparation processKnow abilities of self and other facultyRealize that nearly all self-studies are rushed (despite six-year lead time for preparation)
Faculty departuresOverzealous administratorsAccreditation committee team chair
Planning Stage
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 14Main Menu Main Menu
Chair’s Responsibilities (continued)Communicate with all parties
List individuals who will be involvedKeep informed of deadlines and communicate regularlyKeep faculty motivated throughout duration of processLead effort and possess high energy level
Planning Stage
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 15Main Menu Main Menu
Key AssignmentsAcquire physical items for displaying accreditation materials
BindersDividersPlastic three ring insert sheetsTabs
Standardize format for classroom materialsConsistent table of contents
Beginning of each binderConsistent format will greatly facilitate job of program evaluatorsCan alert faculty to items they should be collecting
Planning Stage
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 16Main Menu Main Menu
Key AssignmentsAssign course materials
Divide up work for course materialsOne or two people per courseAll course descriptions should be prepared uniformlyWill facilitate jobs of program evaluatorsClass materials from other units are needed
Communicate with chairs of these departmentsGive plenty of noticeDefine exactly what is needed and when
Account for possible retirements, departures, and dissension
Planning Stage
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 17Main Menu Main Menu
Outline
Is Accreditation Documentation Preparation Worth Discussing?
Planning Stage
Reaccreditation: Working from Old Documentation
Communicating with Other Institutional Units
Writing the Self-Study
Miscellaneous Issues
Summary
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 18Main Menu Main Menu
Reaccreditation: Working from Old Documentation
Curse or blessing?Ascertain quality and relevance to new criteriaIf self-study is poorly written and outdated, start overSome material may be salvageableChair may have to process entire document – removingoutdated material
May be difficult to ensure that incorrect/old information is not carried forward
Reaccreditation: Working from Old Documentation
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 19Main Menu Main Menu
Is Accreditation Documentation Preparation Worth Discussing?
Planning Stage
Reaccreditation: Working from Old Documentation
Communicating with Other Institutional Units
Writing the Self-Study
Miscellaneous Issues
Summary
Outline
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 20Main Menu Main Menu
Prepare and send out requests as early as feasibleABET process is thoroughNearly all aspects of program are investigatedExamples:
Faculty benefits - get info from HR and includeList of periodicals - get from head librarianBudget information is often poorly documented (obtain information from business office)
Reaccreditation: Working from Old Documentation
Communicating with Other Institutional Units
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 21Main Menu Main Menu
Allow enough time to generate a second request in case it is neededIntroduce yourself to the following
People who will be collecting information for youPersonnel who will meet with visiting team of program evaluators
Make other institutional units feel like part of the teamStress the importance of other institutional units’ tasks
Reaccreditation: Working from Old Documentation
Communicating with Other Institutional Units
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 22Main Menu Main Menu
Outline
Is Accreditation Documentation Preparation Worth Discussing?
Planning Stage
Reaccreditation: Working from Old Documentation
Communicating with Other Institutional Units
Writing the Self-Study
Miscellaneous Issues
Summary
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 23Main Menu Main Menu
IntroductionSections:
Objectives and assessment
Student support
Faculty
Curriculum
Laboratories
Institutional support and financial resources
Institutional facilities
Writing the Self-Study
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 24Main Menu Main Menu
IntroductionAdditional sections for computer science:
Information relative to the entire institution
General information on the computer science unit
Finances
Computer science program personnel
Enrollment and degree data
Admissions
Writing assignments should indicate scope and due dates
Writing the Self-Study
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 25Main Menu Main Menu
IntroductionExample: Laboratories section assignment
Roughly 15 pages
Requires sections:Computing Facilities Available for Use in the Computer Science ProgramStudent AccessDocumentationFaculty AccessSupport PersonnelInstructional Support
Incorporate recent acquisitions of new equipmentDepartment’s recently hired lab technician will be of little assistanceFirst full-draft in Word is due March 15Will go out to faculty for comment and will be edited by April 25Administrative assistant will not be able to help editFinal version due May 5
Writing the Self-Study
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 26Main Menu Main Menu
Editing the DocumentOne person responsible for overall documentRevision control systemEdit logsBackup systemHard copiesCommunicate editing assignments and completion dates
Writing the Self-Study
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 27Main Menu Main Menu
ProofreadingCouple of faculty
Preferably program evaluator
Correctness, completeness, consistency
Ethics and Reporting
Writing the Self-Study
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 28Main Menu Main Menu
Common PitfallsReporting faculty information
Consistent “vitas”
Documenting paths through programEvery student completing the program of study must meet accreditation standards regardless of path Multiple tracks students can follow
Presenting budget informationNumbers must be reported consistently throughoutFor example, reporting equipment expenditures of $84,233 instead of “nearly $100,000”
Writing the Self-Study
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 29Main Menu Main Menu
Outline
Is Accreditation Documentation Preparation Worth Discussing?
Planning Stage
Reaccreditation: Working from Old Documentation
Communicating with Other Institutional Units
Writing the Self-Study
Miscellaneous Issues
Summary
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 30Main Menu Main Menu
Transcript CollectionTen student transcriptsIndicate process used for selecting transcriptsProvide note for unusual transcripts
Confidentiality and Security IssuesFaculty salariesStudent workBudget informationStudent waivers
Miscellaneous Issues
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 31Main Menu Main Menu
Opening PresentationGiven by chair
Given to program evaluators
Serves as a road map to and through documentation
Indicates anomalies
Miscellaneous Issues
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 32Main Menu Main Menu
Outline
Is Accreditation Documentation Preparation Worth Discussing?
Planning Stage
Reaccreditation: Working from Old Documentation
Communicating with Other Institutional Units
Writing the Self-Study
Miscellaneous Issues
Summary
Accurate and Efficient Accreditation Documentation PreparationRaymond Greenlaw
April 2003Slide 33Main Menu Main Menu
Summary
There are many different approaches that can lead to successful document preparation. The hints provided here are to help someone with limited experience stay on track during this challenging endeavor.